Smoking
No smoking or candle burning is allowed.
Food
Permitted within UW guidelines. When an off-campus licensed caterer is providing food and beverages, it is your responsibility to file a Temporary Food Service Event Application with the Department of Environmental Health and Safety at least two weeks prior to the planned event.
Alcoholic Beverages
Sponsors who wish to serve alcoholic beverages at their event, must apply for a Banquet Permit. Banquet Permit applications are available online and must be filed at least 3 days prior to the event. Banquet Permit applications may be sent to Box 351241; last minute requests for approval may be dropped off at the 239M Gerberding Banquet Permit drop off box.
Furniture
Event sponsors may rearrange furniture. Sponsors are required to return furniture to its regular configuration at the end of each event, in addition to closing all windows and removing all trash. Failure to leave the furniture as indicated on floor plan posted in the room will result in a clean-up fee of $50.00 plus $25.00/hour/person for cleaning.
PLEASE NOTE: Tables and chairs in the Commons MUST NOT, under any circumstances, be dragged across the linoleum. Tables must be carried by two people if they are to be moved - any damage done to the linoleum will result in a fine being added to your bill at the full cost of the quote by contractors.
PLEASE NOTE: There is a blue moving blanket in each closet in the Commons and Forum. This blanket must be put over the top and sides of the table when moving the tables. The glass tops crack very easily and it is very important to protect them when you are renting this room. Please help us to keep these tables in excellent condition.
Keys
Keys may be picked up from the Evans School receptionist in Parrington 109. The key must be picked up before 5:00 PM on the day of the event. The designated contact person is responsible for locking room and returning key to receptionist at the end of the event. If the event ends after 5:00 PM or on the weekend, the keys should be left in the suggestion box provided in the room.
PLEASE NOTE: If your event begins later than 4:30pm on Fridays or at any time during a weekend, you must pick up the key that opens the door to the room you have reserved no later than 4:30pm on Friday in Room 109. The Evans School s main office is not open on the weekends and security staff DOES NOT have a key to open Room 109, The Forum or The Commons, Rooms 309 and 308.
Equipment
Please be aware if you are using a projector in either the Commons or the Forum we recommend a minimum of 1500 lumens with a recommendation to use 2000 lumens or brighter if possible for the best quality.
Condition of Hall
User assumes responsibility for condition of hall. All spaces used must be left clean and orderly. Event coordinators are responsible for ensuring that their catering service (outside or in-house) picks up leftover food and equipment at the end of each event. All catering supplies must be removed from the room before the group leaves the room. Groups are responsible for trash removal. Groups should place garbage in dumpsters located on the northwest side of the building. If extra cleaning and/or maintenance is required as a result of noncompliance with this policy, an additional $50.00 plus $25.00/hour/person will be charged to the user for necessary clean-up.
Saturday, Sunday and Holiday Security
Events which are scheduled to occur any time on Saturdays, Sundays or Holidays, must use security personnel which we will provide. The cost for the use of security personnel is $25.00 per hour and will be billed at the time of your final billing. Security personnel will admit your guests to the building, which will remain locked at all times. Security personnel are not available to help with event set up or clean-up. They will have the keys to the room you are using, and they will inspect the room after you are finished.